Creation of Electronically Processable Signature Files

ABSTRACT

Systems and methods can automatically generate and process signature files for an electronic signature list. Data records can be periodically searched for signature-relevant status changes. A multiplicity of documents in paper form can be provided. Each document can contain a predefined blank region for receiving a personal signature and also control information items assigned to the signature. The multiplicity of documents that have received the personal signatures can be scanned-in in a batch processing operation. At least one signature containing the personal signature in electronically processable form and a representation of the assigned control information items file can be generated for each document. The assigned control information items of each document can be independent of their corresponding personal signature in its electronically processable form. The signature files can be dispatched via a communications network controlled by the control information items.

RELATED APPLICATIONS

This application is a continuation application of U.S. Ser. No.10/847,449 filed May 18, 2004, which is herein incorporated byreference.

TECHNICAL FIELD

The invention relates to generating and processing signature files. Moreparticularly, the invention relates to scanning documents that havereceived personal signatures.

BACKGROUND

Written signatures are an important personal identification attribute.Despite the advent of information technology and the development ofelectronic identification attributes (such as personal keys forcryptological purposes) associated therewith, written signaturescontinue to be indispensable in many fields of everyday life because oftheir meaningfulness and their simple method of application. Thus, forexample, even documents generated with computer support, such as creditcard vouchers or cheques, at present still have be personally signed asevidence of their genuineness (or authenticity).

Frequently, there is the necessity of having to check written signaturesfor their authenticity. For this purpose, the personal signature to bechecked is compared with a signature of the same person generally storedpreviously. It is obvious that, with a large group of individuals whomay have to provide a signature, many signatures have accordingly to bestored centrally. In the case of large undertakings, such as banks, thisis done in so-called signature lists. Another example of the centralstorage of signatures is publicly accessible registers, for example theCompany Register.

In order to make possible an automated signature comparison and also formany other computer-aided applications, it is necessary to storepersonal signatures in an electronically processable form, for exampleas a signature file. The individual cheque to be checked can be scannedin and processed manually without difficulty in order to convert thesignature contained thereon into an electronically processable form.However, this procedure is not very efficient in the creation ofextensive signature lists or registers that form the basis for thesignature comparison. The reason for this is, in particular, that thenecessary manual operations are associated with a high time expenditureand, in addition, are extremely susceptible to error.

The object of the invention is to provide a method and also a systemthat make it possible to convert a large number of personal signaturesthat are available on physical media such as sheets of paper quickly,efficiently and without error into an electronic form for furtherprocessing.

SUMMARY

This object is achieved by a method of automatically generating andprocessing signature files comprising the steps of providing amultiplicity of documents in paper form, every document containing apersonal signature and also control information items assigned to thesignature, of scanning in the multiplicity of documents, preferably inan automatic batch processing operation, at least one signature filebeing generated for every document, which signature file contains thepersonal signature in an electronically processable form and also arepresentation of the assigned control information items, ofdocument-wise interpreting of the content of the control informationitems contained in the representation and also the document-wiseprocessing of signature files depending on the content of the assignedcontrol information items.

The control information items present on the documents in paper formmake it possible to implement efficient (batch) processing operations inregard to the signature files to be generated and the signature filesgenerated. For every scanned-in document, a single file or a pluralityof such files can be generated. In accordance with a first variant, asingle signature file that contains both the personal signature in anelectronically processable form and a representation of the assignedcontrol information items is generated for every scanned-in document. Inaccordance with a second variant, two signature files are generated forevery document, a first file containing the personal signature in anelectronically processable form and a second file, associated with thefirst file, containing the representation of the assigned controlinformation items. Depending on the content of the documents to bescanned in, it might also be expedient to generate three or more filesper document.

The personal signature contained on a document in paper form and alsothe assigned control information items may be logged together in asingle scanning operation and converted into an electronicallyprocessable form. It is also possible to log the signature and thecontrol information items for each document in separate scanningoperations, in particular if the signature and the control informationitems are disposed in predefined regions of the document.

After scanning-in a document, the control information items contained onthe scanned-in document are generally (initially) not available incomputer-processable form, but in the form of a representation that hasfirst still to be identified and interpreted (for example, in the formof graphical data or other data). In particular, in those cases in whichthe personal signature and the assigned control information items arecontained in a single signature file after scanning-in, a distinctionmay therefore still be necessary between, on the one hand, the datarelating to the personal signature and, on the other hand, the data ofthe representation of the assigned control information items. For thispurpose, a document-wise identification of the representation of thecontrol information items and an interpretation, separate therefrom, ofthe content of the identified representation of the control informationitems may be performed.

The control information items shown on the paper document may bedirectly comprehensible to a human reader or, alternatively, only becapable of interpretation by a technical appliance. Thus, the controlinformation items may, for example, be a control code. The control codemay, for example, be a graphical code such as a barcode, a binary code,a decimal code or a hexadecimal code.

The control information items control the processing of the signaturefiles generated on the basis of the scanned-in documents. Suchprocessing may comprise dispatching the signature files via acommunications network.

The signature files are expediently dispatched depending on therespectively assigned control information items. Thus, the controlinformation items assigned to a signature file may, for example, specifywhether the signature file is to be dispatched or not. Additionally oralternatively thereto, it is conceivable to derive from the controlinformation items assigned to a signature file a network address towhich the signature file is to be sent.

The step of processing the signature files may furthermore comprisestoring the signature files. In accordance with a first variant, a filename under which the signature file is stored can be derived from thecontrol information items assigned to a particular signature file. Inaccordance with a second variant, that may be combined with the firstvariant, the control information items assigned to a signature file makeit possible to determine the memory location at which the respectivesignature file is to be stored. Thus, after being scanned in, thesignature file may first temporarily be stored in an intermediatememory. After the control information items assigned to the signaturefile have been interpreted, the temporarily stored signature file isthen finally stored at a memory location derived from the controlinformation items (and/or under a file name derived from the controlinformation items).

An intermediate storage of the signature file may, however, be expedientfor other reasons or additional reasons. For example, the signaturescontained in the intermediately stored signature files may be formattedor reworked (for instance, to separate the signature from interferingadditional features, such as boundary lines, or from contaminants) andthen finally stored.

The step of processing the signature files may also comprise sorting thesignature files. Said sorting is expediently performed depending on therespectively assigned control information items. If the controlinformation items are, for example, a document identifier, the signaturefiles can be sorted depending on the document identifier. The documentidentifier may characterize a particular type of document. In this case,the scanned-in documents may be sorted according to the type ofdocument. It would be conceivable to allocate unambiguous documentidentifiers system-wide and to use the document identifier todifferentiate the individual documents.

In addition or alternatively to the use of document identifiers, thecontrol information items may contain one or more further identifiers.If the documents are generated, for example, from and/or for datarecords stored in a database with associated data identifiers, it isexpedient to include the data-record identifiers in the controlinformation items.

The data-record identifiers contained in the control information itemscan be used for various purposes. Thus, for example, data can be readout of the associated data records using the data-record identifiers forscanned-in documents whose data-record identifiers have been determinedfrom the assigned control information items. The data read out may beused to generate lists or for other purposes.

An electronic signature list can be generated by means of the signaturefiles generated. The signature file or its content may be provided inthe form of an electronic signature list on a central server to which amultiplicity of network components have access via a communicationsnetwork. The signature list may be accessed, for example, for thepurpose of automatic signature comparison or for the systematicrequesting of one or more signatures in electronic form, for example, inthe form of a graphics file.

If the data records contain individual-specific data, these can beselectively transferred to lists. The lists accordingly containindividual-specific data that are combined with the scanned-in personalsignatures. The lists can be sent in electronic form via acommunications network or in paper form to a public register (forexample, a company register).

The method explained above for automatically generating and processingsignature files is based on providing a multiplicity of documents inpaper form. Various aspects in connection with the creation of paperdocuments are explained below. Said aspects may advantageously becombined with the method of generating and processing signature files.The following aspects may, however, also be implemented independently ofsaid method.

The provision of the paper documents may be based on a databasecontaining data records to each of which a data-record identifier isassigned. The data records contained in the database may be searched(for example, periodically) for status changes that make the generationof a new signature file necessary. Document-wise or data-record-wisecontrol information items may then be generated as a function of thestatus changes discovered. The control information items generated for aparticular data record expediently comprise at least the data-recordidentifier assigned to the data record. For each (signature-relevant)status change discovered, one or more documents may then be generated inelectronic form that contain the previously generated controlinformation items. Preferably, the electronic documents are graphicsfiles. The graphics files may contain the control information item inthe form of graphics data.

A network address may be assigned to each of the data records. In thiscase, the generated electronic documents can be sent via acommunications network to the respectively associated network address.The network address may be made a component of the control informationitems.

The addressee of an electronic document receives the document via thecommunications network. After the electronic document has been received,it can be printed out at the receiving end to generate a paper document.The document printed out contains the control information items (forexample, in the form of a barcode) and also a region provided for apersonal signature. After the necessary signature has been provided, thepaper document may be scanned in, as explained above, to generate asignature file.

The data identifier and also the sending time of a document sent overthe electronic communications network to a network address may bestored. Storage of said data makes possible a comparison of thedata-record identifier contained in the control information items of ascanned-in document with the stored data-record identifier. If noscanned-in document associated with said data-record identifier isrecognized within a predefined time interval from the sending time for astored data-record identifier, an error signal may be generated. Theerror signal may be sent via the communications network to a networkaddress assigned to the respective data-record identifier. If, on theother hand, a scanned-in document associated with the stored data-recordidentifier is recognized, the stored data-record identifier and theassociated sending time may be flagged as dealt with, erased orotherwise processed.

In accordance with an embodiment of the invention, a plurality ofdifferent electronic document masters is provided to each of which adocument identifier is assigned. One of the document masters providedmay be automatically selected as a function of the status change (andpossibly further parameters) discovered for the data record. Thedocument identifier of the selected document master may be inserted intothe control information items and evaluated for processing purposesafter scanning in the corresponding paper document.

The invention can be implemented as a software solution, as a hardwaresolution or a combined hardware/software solution. In regard to asoftware solution, the invention comprises a computer-program productwith program encoding means for executing the above steps if thecomputer-program product is executed on one or more computers. Thecomputer-program product may be stored on a computer-readable storagemedium.

In regard to the hardware solution, the invention provides a computersystem for automatically producing and processing signature files. Thecomputer system comprises a scanner with multi-sheet feed for receivinga multiplicity of documents in paper form, wherein every documentcontains a personal signature and also control information itemsassigned to the signature and wherein the scanner may be designed toscan-in the multiplicity of documents in an automatic batch processingoperation. The computer system furthermore comprises a computer that iscoupled to the scanner and that generates for every scanned-in documentat least one signature file that contains the personal signature in anelectronically processable form and also a representation of theassigned control information items. The computer is programmed tointerpret, document-wise, the content of the control information itemscontained in a representation of the control information items and toprocess the associated signature file as a function of the content ofthe assigned control information items.

The computer system may be coupled via a public or non-publiccommunications network (for example, the Internet or the Intranet) toone or more further computer systems. Expediently, the systems coupledto one another via the communications network each have at least atemporary or permanent network address. A computer system connected tothe communications network may comprise a server on which the signaturefiles or their contents are provided in the form of an electronicsignature list.

The invention furthermore relates to a document for the automaticgeneration of signature files. The document contains a first region inwhich a signature can be provided and a second region comprising controlinformation items. The control information items make it possible tocontrol the processing of a signature file generated on the basis of thedocument. The first region may be bounded by appropriate graphical aids,such as lines, dots, etc. Such graphical aids not only facilitate theprovision of a signature, but make possible, in addition, a simplerlocation and identification of the signature data contained in anelectronic file.

BRIEF DESCRIPTION OF THE DRAWINGS

Preferred exemplary embodiments and advantageous refinements anddevelopments of the invention are explained in greater detail below withreference to the accompanying drawings. In the drawings:

FIG. 1 shows a diagrammatic representation of the generation ofdocuments in paper form in accordance with one embodiment of theinvention;

FIG. 2A shows a document according to the invention in paper formcontaining a personal signature and also control information itemsassigned to the signature;

FIG. 2B illustrates the content of the control information items shownon the paper document in accordance with 2A;

FIG. 3 shows a diagrammatic representation of the generation andprocessing of signature files in accordance with one embodiment of theinvention;

FIG. 4 shows a flowchart for the generation and processing ofsignatures;

FIGS. 5A-5C show a time- and sequence-control mechanism according to theinvention.

DETAILED DESCRIPTION

The two basic complexes according to the invention are explained belowby way of example. The first complex relates to the generation of paperdocuments that each comprise document-specific control information itemsand also a region provided for a personal signature. The second aspectrelates to the automatic generation of signature files and also theirprocessing on the basis of the respectively associated controlinformation items. The two complexes are in principle independent of oneanother, but they may advantageously be combined with one another.

Generation of Documents in Paper Form

A method of generating documents in paper form is explained below withreference to the diagrammatic FIG. 1. These paper documents form thebasis of the subsequent generation and processing of signature files.

FIG. 1 first shows a computer system 10 designed to generate electronicdocuments 8. The computer system 10 comprises an application server 12,an external, continuously updated database 14 that is used by manyapplications and that is managed by a separate database server not shownin FIG. 1 and a local database 15. In the exemplary embodiment, thedatabase 14 is a personal database in which a multiplicity of personaldata records 16 is managed. An unambiguous data-record identifierd.sub.i is assigned to every data record 16. Said data-record identifierd.sub.i may, for example, be a personal number. The local database 15may contain copies of those data records 16 in the database 14 in whichsignature-relevant status changes may occur. The provision of the localdatabase 15 corresponds to a preselection of relevant data records andaccelerates the processing.

The application server 12 has access to a list 18 in which amultiplicity of electronic document masters 20 is stored. An unambiguousdocument identifier v.sub.i (for example, a numerical or alphanumericalidentifier) is assigned to each document master 20. As alreadyexplained, the present exemplary embodiment handles the generation andprocessing of signature files for electronic signature lists and public(electronic) registers. One or more document masters may therefore beprovided for the electronic signature list and one or more documentmasters may be provided for the public register. Thus, a document mastermay be provided with the document identifier v.sub.1 for the purposes ofthe public register and a document master may be provided with thedocument identifier v.sub.2 for the purposes of the electronic signaturelist.

At periodic intervals (for example, weekly), the application server 12executes an application that checks the data records 16 stored in thedatabase 14 for signature-relevant status changes. Said check comprisesa status comparison of the data records 16 stored in the database 14with the data records contained in the local database 15. In thisconnection, a check is furthermore made as to whether (further) datarecords have to be copied from the database 14 into the local database15.

A signature-relevant status change exists, for example, if it isdiscovered on comparing the content of the databases 14 and 15 that adata record for a recently admitted signature-authorized employee hasrecently been created in the database 14. The signature of said newemployee has to be stored specifically in the electronic signature listand/or in the public register. It may also happen that the electronicsignature list and/or the electronic register has/have to be updatedalso in the event of a status change due to promotion or departure of anemployee. Since promotions often become effective at particularqualifying dates, it may happen that signature-relevant alterations mayarise in the database 14 for many hundreds of data records. This highnumber clearly shows the requirement for an efficient electronicsignature management.

Each signature-relevant status change recognized by the applicationrunning on the application server 12 is checked in regard to whateffects the status change has on the electronic signature list and/orthe public register. The application automatically selects one or moresuitable document masters 20 from the list 18 depending on any statuschange discovered and, in addition, it generates the control informationitems necessary for the subsequent sequence control. The controlinformation items comprise, on the one hand, the data-record identifierd.sub.i of the data record 16 for which a signature-relevant statuschange has arisen, and, on the other hand, the identifier v.sub.i of theone or more selected document masters 20. To generate an electronicdocument 8, the control information items are determined in the form ofthe data-record identifier d.sub.i and of the document identifierv.sub.i and are converted into a control code (specifically, a barcode).For the barcode, graphics data are generated and combined with thegraphics data of the selected document master 20 to form an electronicdocument 8 in such a way that the barcode is concomitantly printed outautomatically when the electronic document 8 is printed out. This willbe explained in greater detail below.

The signature-relevant status changes within data records 16 that arefound by the application server 12 during one of the periodic runs aretemporarily stored with the respectively associated data-recognitionidentifiers d.sub.i. The status changes are then checkeddata-record-wise and compared with an assignment scheme already storedpreviously. The assignment scheme allots certain document masters 20 toparticular status changes on the basis of the document identifiersv.sub.i.

For every signature-relevant data change, the application server 12links the corresponding data-record identifier d.sub.i of the respectivedata record to the document identifier v.sub.i allotted to the statuschange. This linkage takes place through the data-record-wise generationof control information items that contain both the data-recordidentifier d.sub.i and the corresponding allotted document identifierv.sub.i. To generate the electronic documents 8, the document master 20associated with the document identifier v.sub.i found is then loaded outof the list 18 for a data record with signature-relevant status changeand linked to the control information items (including the dataidentifier d.sub.i and the document identifier v.sub.i) generated forthe data record.

The linkage of the document masters 20 to the control information itemsdetermined data-record-wise by the application server 12 may take placein various ways. If the document masters 20 exist as graphics files, thecontrol information items may be incorporated in said graphics files inthe form of graphics data. For this purpose, it may be necessary toencode the control information items. If the control information itemsexist, for example, in the form of a decimal digit sequence, said digitsequence can be converted into a barcode or another, preferablygraphical control code. The code determined can then be converted intographics data that are incorporated in the document master 20.

After the generation of the electronic documents 8 by data-record-wiseincorporation of the control information items determined by theapplication server 12 for signature-relevant status changes in thedocument masters 20, the electronic documents 8 are sent via acommunications network 22 (for example the Internet or an Intranet) toindividual network components 24. For this purpose, the applicationserver 12 determines an associated network address (for example, anInternet address) for each document 8 to be sent. For this purpose, oneor more network addresses are assigned to every data record 16 in thedatabase 14. From the data identifier d.sub.i to be inserted in thecontrol information items of a document 8 to be sent, the applicationserver 12 can determine the network address linked to said data-recordidentifier d.sub.i in the database 14.

After the network addresses have been determined for the electronicdocuments 8 generated, said documents 8 are dispatched via thecommunications network 22 to the network addresses determined (i.e. tothe network components 24 assigned to the network addresses). Theelectronic documents 8 can be dispatched by the application server 12,for example, as attachments to E-mail messages.

As emerges from FIG. 1, a local printer 26 is assigned to each networkcomponent 24. A received electronic document 8 can therefore be printedout locally by each network component 24 and converted into a document28 in paper form. An example of such a paper document 28 is shown inFIG. 2A. As can be inferred from FIG. 2A, the printed-out document 28contains the control information items 30 in the form of a barcode, atext field 32 and also a region 36 provided for a personal signature 34that is framed or otherwise marked.

While the control information items 30 do not possess any directlydeterminable meaningful content (for a person providing the signature34), the text field 32 may contain instructions about the connection inwhich the signature 34 is to be provided. Thus, the content of the textfield 32 may, for example, relate to a signature list or to a companyregister. It would also be conceivable that the document 28 is a publicpreprinted form, for example for company-register or other purposes.

FIG. 2B shows for the purposes of illustration the meaningful content ofcontrol information items 30 designed as a barcode. As can be inferredfrom FIG. 2B, the barcode comprises (at least) a first code segment 38and a second code segment 40. The first code segment 38 comprises thedata-record identifier d.sub.i of that data record 16 for which thedocument 28 was generated. The second code segment 40 contains thedocument identifier v.sub.i of the document master 20 that underlies thedocument 28. If necessary, the control information items 30 may besupplemented by further code segments.

As shown in FIG. 1, the documents 28 printed out remotely are collectedcentrally after the signature has been provided and fed as a documentbatch 40 to the next step in the method, specifically the automaticgeneration and processing of signature files. Said further step in themethod is explained in greater detail below with reference to FIGS. 3and 4.

Generation and Processing of Signature Files

FIG. 3 shows a computer system 42 according to the invention for theautomatic generation and processing of signature files. The computersystem 42 comprises a scanner 44 and also a computer 46 coupled to thescanner 44.

The scanner 44 has a multi-sheet feed for receiving the document stack40 generated as described above. The computer 46 is designed to performthe steps shown in the flowchart 400 in accordance with FIG. 4 inconjunction with the scanner 44.

In a first step 402, signature files are generated document-wise fromthe paper documents 40. In this process, at least one signature filethat contains the personal signature 34 in an electronically processableform and also a representation of the assigned control information items30 (cf. FIG. 2A) is created for every document. If necessary, thesignature and the control information items may also be stored inseparate files for each document.

In a subsequent step 404, the content of the representation of thecontrol information items is interpreted document-wise. If necessary,the interpretation step may be preceded by an identification step inorder to separate control information item representations contained inthe signature files from other data contents.

Finally, the signature files are processed document-wise in step 406depending on the content of the respectively assigned and interpretedcontrol information items. The processing step 406 may comprise sortingthe signature files, dispatching the signature files via acommunications network or other or additional processing steps.

The procedure roughly sketched in FIG. 4 is explained in greater detailwith reference to FIG. 3.

First, the multiplicity 40 of documents 28 having the appearance shownin FIG. 2A is scanned in using a scanner 44 having a multi-sheet feed inan automatic batch processing operation. In this process, a signaturefile 48 is generated for every scanned-in document 28. The document-wisegenerated signature files 48 are graphics files in a conventional format(for example in a JPG or a TIF format). The signature files thereforecontain the personal signature 34 contained on a document 28 and alsothe control information items 30 in the form of graphics data. Since thecontrol information items as graphics data cannot be interpreteddirectly by the computer 46, the graphics data corresponding to thecontrol information items are also designated as a representation of thecontrol information items. The graphics data corresponding to thepersonal signature 34 exist in an electronically processable form (forexample, graphically displayable or storable and dispatchable as afile).

The signature files 48 that exist after scanning-in are firsttemporarily stored in an intermediate memory 49 (and under a temporaryfile name). The allocation of final file names and final memorylocations takes place only after an interpretation of the controlinformation items contained in the signature files 48.

Prior to the interpretation of the control information items, they haveto be identified document-wise. If the position of the controlinformation items 30 on the documents 28 is known, the representation ofthe control information items in the graphics data of a signature file48 can be determined simply and rapidly. Otherwise, the signature files48 must each be subjected to an image processing operation. Within thescope of the image processing operation, the graphics data correspondingto the control information items are differentiated from the othergraphics data (such as the text field 32 and the signature 34) containedin the signature file for the purpose of identifying the representationof the control information items contained in a signature file and areseparated for the purposes of a subsequent interpretation.

After the identification of the graphics data in the signature file thatcorrespond to the control information items, the control informationitems are interpreted document-wise. The interpretation of the controlinformation items comprises, in the present exemplary embodiment (cf.FIGS. 2A and 2B), decoding the barcode segments 38 and 40 to determinethe data-record identifier d.sub.i and also the document identifierv.sub.i assigned to the scanned-in document 28. Subsequent to thedetermination of the identifiers d.sub.i and v.sub.i, document-wiseprocessing of the signature files takes place as a function of saididentifiers d.sub.i and v.sub.i. Said processing may comprise, as afunction of the identifiers d.sub.i and v.sub.i, dispatching thesignature-file content via a communications network, a (final) storageof the signature files 48 under a file name and/or memory locationderived from at least one of the identifiers d.sub.i and v.sub.i,sorting of the signature files 48 as a function of at least one of theidentifiers d.sub.i and v.sub.i, generating lists, etc.

Exemplary processing operations are explained below with reference toFIG. 3 in connection with the updating of an electronic signature list,on the one hand, and of company registers, on the other. For the sake ofsimplicity, it will be assumed here that only two different documentmasters 20 having associated document identifiers v.sub.1 and v.sub.2are used.

The document identifier v.sub.1 denotes in this case a document 28having a signature 34 that is provided for a company register, whereasthe document identifier v.sub.2 denotes a document 28 having a signature34 that is provided for an electronic signature list. The documentidentifiers v.sub.1 and v.sub.2 are therefore used in the presentexemplary embodiment for sorting purposes.

As illustrated in FIG. 3, the temporary storage of the signature files48 in the intermediate memory 49 and the document-wise interpretation ofthe control information items are followed by an evaluation of thedocument identifiers. As already explained, the document identifierv.sub.2 is associated with the insertion of the signature file linkedthereto in an electronic signature list 50. Before insertion in theelectronic signature list 50, the signature files 48 are processed toseparate the graphics data corresponding to the signatures 34. Thegraphics data corresponding to the signatures 34 are supplemented withinformation items comprising respectively corresponding data records 16from the database 14 (or the local database 15) and transferred as(processed) signature files from the intermediate memory 49 to theelectronic signature list 50. The signature files that are transferredto the electronic signature list 50 replace or supplement signaturefiles already present therein. In addition, the transfer of signaturefiles to the electronic signature list 50 triggers a global update ofthe signature files already stored with the data from the database 14.

In the electronic signature list 50, the signature files are storedunder file names that were derived from the data-record identifiersd.sub.i contained in the control information items 30. Thus, it would beconceivable to store the signature files directly under the data-recordidentifiers d.sub.i. Thought might also be given to reading assignedindividual-specific data (such as, for example, first name and surname)out of the database 14 (or the local database 15) using the data-recordidentifiers d.sub.i contained in the control information items 30 andstoring it with the associated signature files in the signature list 50.

As emerges from FIG. 3, a multiplicity of network components 52 haveindirect access to the electronic signature list 50 via a communicationsnetwork 54 (for example, the Internet or an Intranet). To suppress adirect access to the electronic signature list 50, the content of thesignature list 50 is copied into two separate databases 90, 92. Thenetwork components 52 have access to the first of the two databases 90,92 via the Intranet and to the second of the two databases 90, 92 viathe Internet.

The network components 52 can download for separate individuals thesignature files that are contained in the databases 90, 92 or, assumingappropriate access rights, process the content of the databases 90, 92.The electronic signature list 50 and also the databases 90, 92 canfurthermore be used for automatic signature recognition purposes orautomatic signature comparison. The signature files contained in thedatabases 50, 90 and 92 are “water mark-protected”. This means thatevery downloaded file (and also its content) is linked to thoseinformation items that also make it possible at a later date to concludethat the files (and their contents) originate from one of the databases50, 90 and 92.

If, instead of the document identifier v.sub.2, the document identifierv.sub.1 is assigned to a signature file 48 temporarily stored in theintermediate memory 49, the processing of the signature files comprisesan automatic list generation for company-register purposes. Accordingly,if the document identifier v.sub.1 was found in the control informationitems 30 for one of the signature files 48, the database 14 (or thedatabase 15) is accessed in a subsequent step using the data-recordidentifier d.sub.i contained in said control information items 30. Moreprecisely, the data record 16 denoted with the data-record identifierd.sub.i is accessed in order to load individual-specific data that arecontained in said data record 16 out of the database 14 and to writethem into one or more electronic lists 56 in a further intermediatememory 58. Individual-specific data from the database 14 (or thedatabase 15) are therefore transferred to the electronic lists 56 foreach scanned-in document 28 having the document identifier v.sub.1.

The lists 56 can be created separately according to the type of thesignature-relevant status change (that is to say the reason formutation, such as, for example, a change of name, a new entry, apromotion, an erasure, a change of address, etc.). To discover thereason for mutation, the local database 15 that was enlargeddata-record-wise with appropriate information items by the applicationserver 12 is accessed on the basis of the data-record identifierd.sub.i. The reason for mutation is therefore the criterion according towhich the scanned-in documents 28 (or the derived individual-specificdata) are assigned to the individual electronic lists 56.

The electronic lists 56 can be used for various purposes. Thus, thelists 56 can be printed out by means of a printer 60 in order togenerate lists 62 in paper form. The list 62 in paper form can becommunicated together with the associated paper documents 28 in aconventional way to a company register to update the latter.

The electronic lists 56 can furthermore be used for the purpose ofautomatic adjustment using an updated electronic company register thatcan be accessed via a communications network. For this purpose, a checkis made as to whether corresponding entries or changes are discovered inthe electronic company register for the entries in the electronic lists56. If entries or updates are absent, error signals are automaticallygenerated.

Hitherto, the generation of the documents 28 in paper form, on the onehand, and the generation and processing of signature files 48, on theother, were represented as separate operations. The two operations may,however, be coupled together by a suitable time control and sequencecontrol. Said coupling is explained in greater detail below withreference to FIGS. 5A to 5C.

Coupling of the Operations of Document Generation and File Generation

FIGS. 5A to 5C show flowcharts 500, 520, 540 for three sequence- andtime-control operations that run asynchronously and independently of oneanother. Said three operations couple the generation, explained withreference to FIG. 1, of documents in paper form with the generation andprocessing of signature files shown in FIG. 3.

As illustrated in flowchart 500, for every electronic document 8 sent bythe application server 12 via the communications network 22, thedata-record identifier d.sub.i and the sending time t.sub.send,iassigned to said electronic document 8 are entered in an electronic listas a new entry. Said operation is performed for all the documents 8 sentvia the communications network 22. Both the application server 12 andthe computer 46 have access to the electronic list generated in thisway.

As illustrated in the flowchart 520 in accordance with FIG. 5B, theassigned data-record identifier d.sub.i is determined by the computer 46for every document 28 scanned-in using the scanner 44. Following thedetermination of the data-record d.sub.i, the list entry n.sub.i forsaid data-record identifier d.sub.i is flagged as dealt with and/or thenext processing job is started. This takes place asynchronously withrespect to the generation of new list entries by the application server12.

The operation illustrated in the flowchart 540 in accordance with FIG.5C runs asynchronously with respect to these two operations. Thisoperation automatically generates error signals if no correspondingsignature file 48 can be generated within a predefined time intervalt.sub.threshold after the sending time t.sub.send of an electronicdocument 8. The application server 12, the computer 46 or anothercomputer checks for this purpose the individual entries on the listgenerated by the application server 12 in accordance with the flowchart500 as to whether the time difference between the current time instantt.sub.now and the sending time t.sub.send exceeds the threshold valuet.sub.threshold for a list entry n.sub.i. If this is not the case, i isincremented and the next list entry n.sub.i is correspondingly checked.If, on the other hand, the threshold value t.sub.threshold is exceededfor a certain list entry n.sub.i, the corresponding data-recordidentifier d.sub.i is determined, an error signal is generated and saiderror signal is sent to the network address assigned to the data-recordidentifier d.sub.i found. Then, i is incremented and the next list entryis correspondingly checked.

The sequence control and time control explained with reference to FIGS.5A to 5C ensure that both technical errors (such as a defectivetransmission or non-transmission of electronic documents or a defectiveinterpretation of scanned-in control information items) and other errors(such as forgetting or omitting the return of signed documents 28) canbe automatically and reliably recognized and eliminated.

Overall, the invention permits a substantially simpler, more rapid andmore reliable generation and processing of signature files because ofits degree of automation and ingenious control mechanisms. Inparticular, the provision of control information items on the documentson which the signatures are to be provided contributes thereto. Thecontrol information items are automatically generated and permit anefficient control of the subsequent processing steps relating to thescanning-in of the documents. While, for example, the generation of anelectronic document 8 (FIG. 1) previously required thirty minutesbecause of the multiplicity of manual steps, twelve or more electronicdocuments 8 can now be prepared and dispatched per minute because of themechanisms according to the invention. The generation and processing ofsignature files 48 has been accelerated in a comparable way (FIG. 3).

Although the invention was explained in the exemplary embodiments withreference to preferred fields of application, the invention is notrestricted to said fields of application. On the contrary, it can beused whenever an electronic processing of personal signatures isnecessary.

1. A method of automatically generating and processing signature filesfor an electronic signature list, comprising the steps of: periodicallysearching data records contained in a first database forsignature-relevant status changes; providing, in response to detectingsignature-relevant status changes, a multiplicity of documents in paperform, each document containing a predefined blank region for receiving apersonal signature and also control information items assigned to thesignature, the control information items containing a data recordidentifier, wherein one of the data records with associated data recordidentifier is assigned to each document; scanning-in, in a batchprocessing operation, the multiplicity of documents that have receivedthe personal signatures, at least one signature file being generated foreach document, which signature file contains the personal signature inelectronically processable form and also a representation of theassigned control information items, wherein the assigned controlinformation items of each document are independent of theircorresponding personal signature in its electronically processable form;document-wise interpretation of the content of the control informationitems contained in a representation, including the document-wisedetermination of the assigned data record based on the data recordidentifier contained in the control information item; and dispatchingthe signature files via a communications network controlled by thecontrol information items.
 2. The method according to claim 1,characterized in that the control information items are a control code,in particular a barcode.
 3. The method according to claim 1, furthercomprising the step: document-wise identification of the representationof control information items that is contained in a signature file. 4.The method according to claim 1, further comprising a processing stepdepending on the content of assigned control information itemscomprising storing the signature files under a file name derived fromthe control information items.
 5. The method according to claim 1,characterized in that the signature files are first temporarily storedin an intermediate memory after scanning-in and are stored at a memorylocation derived from the respective control information items after theinterpretation of the respectively assigned control information items.6. The method according to claim 1, further comprising a processing stepdepending on the content of assigned control information itemscomprising sorting the signature files depending on the respectivelyassigned control information items.
 7. The method according to claim 1,characterized in that the control information items contain a documentidentifier.
 8. The method according to claim 8, characterized in thatthe signature files are sorted depending on the document identifier. 9.The method according to claim 1, characterized in that each data-recordidentifier is a unique and individual-related number.
 10. The methodaccording to claim 9, further comprising the steps of: reading out datafrom data records whose data-record identifiers have been determined onthe basis of control information items; and generating lists using thedata read out.
 11. The method according to claim 1, characterized inthat the signature files or their contents are provided in the form ofthe electronic signature list on a central server to which amultiplicity of network components have access via the communicationsnetwork.
 12. The method according to claim 1, characterized in that thestep of providing the multiplicity of documents in paper form comprisesthe following substeps: providing a database with data records to eachof which a data-record identifier is assigned; searching the datarecords contained in the database for status changes; document-wisegeneration of control information items depending on status changesdiscovered, wherein the control information items generated for a datarecord contain at least the respective data-record identifier; anddata-record-wise generation of at least one electronic document thatcontains the control information items.
 13. The method according toclaim 12, characterized in that a network address is assigned to each ofthe data records and the electronic documents generated are sent to therespectively associated network address via the communications networkor another communications network.
 14. The method according to claim 13,further comprising the substeps: storing the data-record identifierassociated with a sent electronic document and also a sending time; andcomparing the data-record identifier contained in the controlinformation items of a scanned-in document with the stored data-recordidentifiers.
 15. The method according to claim 14, further comprisingthe steps of: generating an error signal if, for a stored data-recordidentifier, no scanned-in document associated with said data-recordidentifier is recognized within a predefined time interval from thesending time; and erasing of the stored data-record identifier and/or ofthe associated sending time if a scanned-in document associated withsaid data-record identifier is recognized.
 16. The method according toclaim 12, further comprising the substeps of: providing a multiplicityof different document masters to each of which a document identifier isassigned; automatically selecting a document master for a document to begenerated depending on a discovered status change; and inserting thedocument identifier of the selected document master in the controlinformation items.
 17. The method according to claim 13, furthercomprising the steps of: receiving the electronic document via thecommunications network; and printing out the received electronicdocument to generate a document in paper form, wherein the generateddocument comprises the control information items and a region providedfor a personal signature.
 18. A computer-program product stored on acomputer-readable storage medium, comprising program-code means forexecuting the steps of claim 1, when the computer-program product isexecuted on one or more computers.
 19. The method according to claim 1,wherein the personal signature on each of the multiplicity of documentsis a signature that is written on the document.
 20. A computer systemfor automatically generating and processing signature files for anelectronic signature list, comprising: a first database configured toperiodically search data records contained in the first database forsignature-relevant status changes; a printer configured to provide, inresponse to detecting signature-relevant status changes, a multiplicityof documents in paper form, wherein every document comprises apredefined blank region for receiving a personal signature and alsocontrol information items assigned to the signature, the controlinformation items containing a data record identifier, wherein one ofthe data records with associated data record identifier is assigned toeach document; a scanner with multi-sheet feed for receiving themultiplicity of documents that have received the personal signatures,wherein the scanner is configured to scan in the multiplicity ofdocuments in a batch processing operation; and a computer that iscoupled to the scanner and that generates for every scanned-in documentat least one signature file that contains the personal signature in anelectronically processable form and also a representation of theassigned control information items, wherein the computer is programmedto interpret document-wise the content of the control information itemscontained in a representation, including the document-wise determinationof the assigned data record based on the data record identifiercontained in the control information item, wherein the assigned controlinformation items of each document are independent of theircorresponding personal signature in its electronically processable form,and to dispatch signature files via a communications network controlledby the control information items.